October 4-5, 20101

Status of ARRA funded AIPs

Electron LensScope, Cost, and Schedule

Wolfram Fischer

October 4, 2010

Electron Lens

October 4-5, 20102

Outline

1. Scope of Electron Lens ARRA AIP

2. History of superconducting solenoid procurement

3. Organization, safety, and reporting

4. Funding profile, WBS, and Costs (budgeted, incurred so far)

5. Milestones and major manufacturing and procurement items

6. Cost and scheduling risks

October 4-5, 20103

Scope of Electron Lens ARRA AIP

“Engineer, design, procure and install one electron lens ready for beam.” [read for beam: all subsystems installed in Interaction Region 10, electron beam has been transported from gun to collector ]

• Major fabrications include: – Superconducting solenoid (including correctors) in SMD– Electron gun and collector in C-AD

• Major procurements include:– 6 warm solenoids and 4 warm orbit correctors– Power supplies for gun, transport, and collector

• Installation in Interaction Region 10

October 4-5, 20104

Superconducting solenoid procurement

• Had planned to buy superconducting solenoid from industry but received only 1 bid from 9 bidders contacted, even after relaxing tolerancesVarious reasons for no bids: no production capacity, no tooling ready, exchange rate and preference for American bids, technical risk

• Sole bid was about 3x budgeted value Budget for sc solenoid guided by 2 benchmarks: EBIS spare solenoid, and solenoids for Tevatron electron lens (both are 6 T sc solenoids)

• The failed sc solenoid procurement also delayed project

• Superconducting solenoid now being built in BNL Superconducting Magnet Division Allows for technically better magnet and better risk control, (presentation by M. Anerella)

October 4-5, 20105

Organization

October 4-5, 20106

Safety

• ARRA AIPs are fully integrated into the C-AD Safety organization– ESSH&Q Division– Safety Committees– Procedures– Trained supervisors and employees– Safe practices

• All work has been done safely, no safety occurrences on the project

October 4-5, 20107

ESSH&Q

• As part of the Collider-Accelerator Department (C-AD) complex, all AIPs are subject to the same standards as RHIC. Procedures for operation of the AIP equipment will become part of the Operations Procedure Manual (OPM).

• Completed Safety milestones (on Indico)– NEPA review– Design Review questionnaire– Preliminary Hazard Screening Report

• Planned Safety milestones:– Add Electron Lens to the C-AD Safety Analysis

Document

October 4-5, 20108

ESSH&Q

Planned Reviews:

– Accelerator Systems Safety Review Committee (ASSRC)

– Radiation Safety Committee (RSC)

– BNL Cryogenic and Pressure Safety committee(for superconducting magnet)

– BNL Lifting Safety committee – to approve critical lift for solenoids

October 4-5, 20109

Engineering and management meetings

• Weekly– Electron lens engineering meeting (Thu 9:30am)

[gun, electron transport, collector, power supplies, instrumentation, …]

– Beam-beam physics meeting (Fri 3:00pm)[simulations, lattice changes, beam experiments, bench marking]

• Bi-weekly– Superconducting solenoid engineering meeting (Tue 4:00pm)

[sc solenoid design]

• Monthly– Financial

[Cost, schedule, and procurement status. Next meeting will focus on measurable milestones for the sc solenoid]

October 4-5, 201010

AIP Management and Reporting

• Internally:– Weekly and Monthly Budget and Expense reports– Monthly labor reports (hours charged by individuals)

– Open purchase orders/purchase requisitions report (available daily)

• Reporting to DOE:– Execution Plan – Monthly ARRA milestone progress reports– Monthly teleconferences– Quarterly reports– Quarterly teleconferences

October 4-5, 201011

Funding profile

Funding FY09 FY10 FY11 FY12 Totals

ARRA 4000 4000

AIP #2 2000 1100 3100

Totals 4000 0 2000 1100 7100

$KElectron Lens

With initial financial plan FY2011 CAD AIPs require $700k reprogramming from operations.

In addition, Magnet Division will receive a total of $652K in BNL Program Development funds.

October 4-5, 201012

Work Breakdown Structure

1.01.11.2 Super Conducting Main Solenoids Anerella1.3 Warm Magnets Hock1.4 Electron Guns Pikin/Hock1.5 Electron Collectors & Mechanical Supports Pikin/Hock1.6 Power Supplies Lambiase1.7 Vacuum system Mapes1.8 Beam Instrumentation Gassner1.9 Controls Oerter

1.10 Conventional Facilities Pendzick1.11 Installation Hock/Phillips1.12 Subsystem Test and Commissioning Fischer

Funding MilestonesRHIC e-lens

October 4-5, 201013

Budgeted Costs ($K)

1.0 RHIC e-lens ARRA AIP #1 Totals1.1 Funding Milestones 0 0 01.2 Super Conducting Main Solenoids 1103 394 14971.3 Warm Magnets 256 193 4491.4 Electron Guns 269 187 4561.5 Electron Collectors & Mechanical Supports 47 21 681.6 Power Supplies 216 144 3601.7 Vacuum system 778 585 13631.8 Beam Instrumentation 579 579 11581.9 Controls 458 703 1161

1.10 Conventional Facilities 154 154 3081.11 Installation 109 109 2181.12 Subsystem Test and Commissioning 31 31 62

Totals 4000 3100 7100

October 4-5, 201014

Costs to date

4000 603 1114 1498 785

C-AD 2897 480 1114 1280 23

SMD 1103 123 0 218 762

costs as of August 31, 2010

Funds received

Labor cost

Material cost commitments

Funds remaining

Burdened $KElectron Lens

October 4-5, 201015

Schedule

Schedule (so far about 700 task lines) developed by the system experts and the scheduler.

October 4-5, 201016

Major Procurements

WBS Planned committed Requisition Planned Actual Purchase Planned P.O. Actualcost cost released P.O. Date P.O. date Order/Req delivery delivery datedelivery

1.2 Superconducting solenoid 1497000 n/a 12/15/2009 5/1/2010 n/a 10/25/2011

1.6 Collector Power supplies 351400 351400 12/28/2009 6/30/2010 7/16/2010 p.o. 161911 5/27/2011 7/16/2011

1.3 Warm Magnets 279000 199400 7/16/2010 9/7/2010 9/13/2010 p.o. 174739 1/7/2011 3/30/2011

1.6 Warm solenoid power supplies 390000 8/13/2010 10/25/2010 req 171237 7/29/2011

1.6 long & short corrector power supplies 108000 3/24/2011 8/2/2011

1.6 quench detection (fringe, long trim, main coils, chassis) 172000 3/24/2011 8/2/2011

the solenoid value is burdened, all others are direct cost

Major Procurements

in case of multiple deliveries, dates refer to first unit

October 4-5, 201017

Major Milestones

Electron Lenses Milestones

planned mo/yr

actual / forecast

mo/yrARRA

milestones

Obligate Funding to BNL Jun-09 Jun-09A xSolenoid, including power supply ready to order Jul-09 Jul-09A xGun & Collector ready to order Feb-10 Feb-10A xBeam Transport ready to order Mar-10 Jun-10A xDiagnostics ready to order May-10 Jul-10A xGun and collector manufactured complete Dec-10 Dec-11F -Solenoid acceptance test Dec-10 Jan-12F xTransport solenoids manufactured complete May-11 May-11F -Control System specified Jun-11 Jun-11F xBegin tunnel Installation Sep-11 Jul-12F xTunnel installation complete Mar-12 Sep-12F -Project complete May-12 Dec-12F x

October 4-5, 201018

Jobs created

Jobs created by ARRA AIPs (14 months ago)

• Stochastic cooling:

- 1 technician hired

• Electron lenses:

- 1 mechanical engineer hired

- 1 post-doc position open

October 4-5, 201019

The next 6 months…

1. Superconducting solenoid• Receive superconductor for main solenoid• Wind correctors an main solenoid• …• Yoke assembly complete

2. Completed electron gun assembly

3. Completed electron collector assembly

4. Delivery of warm solenoids

October 4-5, 201020

Risk management – financial

Financial risk (= actual costs higher than estimated cost)

• Estimates for items to be purchased are based on historical cost of comparable items

• Estimates for labor are based on experience with comparable work

• Risk has materialized for cost of largest component (superconducting solenoid), sole bid 3x larger thanestimate

October 4-5, 201021

Risk management – financial

Mitigation measures taken:• Relaxed field quality specifications for 2nd bidding round

accepted some performance degradation

• Found alternative acquisition method in-house manufacturing

• Value engineeringsc solenoid contains parts from ISABELLE and RHIC, field correction system and angle corrector included in SMD concept

• Additional funding sources BNL Program Development funds for innovative part of design,2nd AIP for 2nd lens (regular, not ARRA)

• Went through detailed cost estimate for all systems• Continue to evaluate more cost effective solutions if possible• Track cost of all large items closely

October 4-5, 201022

Risk management – schedule

Scheduling risk (= time to completion longer than estimated)

Overriding concern: If lens is not installed in summer shut-down 2012 (for RHIC Run-13) a 1 year delay would result.

October 4-5, 201023

Risk management – schedule

Mitigation measures• In-house production of superconducting solenoid

(pacing item) allows for better control of schedule,re-allocation of resources is possible(EBIS sc solenoid and EBIS spare sc solenoid both late, also problem with sc solenoids at GSI ECR source)

• Reallocation of C-AD resources is also possible formanufacturing of gun, collector, parts of vacuum system, instrumentation, and installation (can compete with RHIC run requirements)

October 4-5, 201024

Summary

• Scope of the $4M Electron Lens ARRA AIP is to engineer, design, procure and install one electron lens ready for beam.Currently on schedule for completion in December 2012.

• Organization, controls, and reporting are established.

• Main cost risk is superconducting solenoidmitigated by manufacturing onsite at SMD, allowing frequent face-to-face status meetings, and re-allocation of resources

• Main schedule concern is installation in 2012pacing hardware item is sc solenoid (for mitigation see above); IR10 has been cleared in 2010 and a detailed installation schedule will be created this quarter to determine how much further preparation can be accomplished in FY2011

• The 2 ARRA projects have the highest priority in the Accelerator Division after the RHIC operation.